Study Abroad Forms & Policies

Forms

STAB (Course Approvals) form

  • The Study Abroad Approval form (STAB) must be completed prior to the study abroad experience. Each course taken at a foreign institution must be pre-approved by the corresponding department chair at Xavier for transfer credit to be applied. Additionally, the foreign coursework needs to be approved as a whole by your academic advisor and dean. After receiving these signatures, please bring the form to the Center for International Education (GSC, room 230) for the final signature and approval. The CIE will send the completed form to the Registrar for final processing.  
  • NOTE: Most of this form can be completed by email. To do this, please send the correct department chair of the course an email with a link to the program with course description(s). Once the department chairs have approved the courses, you can attach the emails with the approvals to the form. Initials next to each box must state "see email" and the final four signatures are needed to complete the form. 
  • Click here for Study Abroad Approval form. 

Risk Management forms

  • These risk management forms are required for all University-sponsored or affiliated off-campus trips where the trip is expected to consist of five or more off-campus overnight stays and for any international travel for any length of stay. 
  • The following three forms: Student Agreement, Assumption of Risk and Release, and Medical forms must be turned into the Center for International Education at least 30 days prior to your departure date. Please note, some faculty-led programs' faculty leaders collect these forms. Therefore, they do not need to be turned into the CIE. 
  • Click here for Risk Management forms menu. 

Change in Housing Status form 

Financial Aid application

  • This application only needs to be filled out if you have been approved for an unapproved study abroad program, and you wish to take out financial aid for your study abroad experience. Additionally, if you have costs greater than your budget here on campus, you may also submit this form to possibly increase the amount of aid you receive.  Please contact your financial aid counselor with questions.  
  • Click here for Financial Aid application. 

Policies

Refund & Cancellation Policy 

  •  Xavier University's policies regarding program cancellation due to external circumstances, program dismissal, program cancellation or withdrawal due to medical reasons, and program deposits. 
  • Click here for the policies. 

Petition to Study Abroad through an Unapproved Program

  • Xavier University has identified more than 75 international program opportunities for Xavier students that it believes to be of high academic quality and that provide an environment of support to help students succeed while abroad. However, if a student cannot find a Xavier-approved study abroad program that meets their specific needs and goals, the student may consider going through a petition process in order to enroll in another program not already on Xavier's approved list. All petition applications will be reviewed for approval. 
  • Petitions will be accepted for academic year and semester programs. To petition, the student must first meet with a study abroad advisor in person to discuss the student's program preferences, eligibility, and goals. Once the student and advisor determine that the non-Xavier approved program is the best fit, the advisor will provide a petition application to the student. The deadlines for submitting a petition are the following: 
    • Fall and Academic Year Programs: February 1st 
    • Spring Programs: September 1st 
  • Approval is not guaranteed. Xavier institutional aid will not be applied to programs accepted through petition approval. Federal and state aid will apply, if proper documentation is submitted to financial aid. 

Petition to Travel to a Country with a DOS Travel Warning 

  • Before group or individual travel to locations under U.S. State Department Travel Warnings (http://travel.state.gov) can be considered for approval, a petition for an exception must be approved by the Education Abroad Advisory Council (EAAC), the Office of Risk Management, and the Office of General Counsel. Special conditions, such as extra staff and location-specific waivers, may be required for approval. The final decision may be referred to the Office of the Provost. Even if approval is obtained, the program or travel may still be cancelled, if circumstances change, up to the day of departure. 
  • Click here for Petition to Travel Form.